Admin Officer 2

UC Davis Health; Sacramento (CA); Hybrid; USD 44,000 - 73,000; Full time

Benefits offered by this job

Paid Holidays

Paid Time Off

Continuing Education allowance

Employee Well-being resources

Job summary

UC Davis Health is seeking an experienced administrative professional to support the Vice President, Financial Planning and Analysis, and provide office-level support to the FP&A leadership team. The role demands proactive problem solving, discretion, and strong communication to interact with UC Davis Health executives and campus administration.

You will manage calendars, coordinate travel, prepare correspondence, and support multiple meetings and projects in a hybrid onsite/remote environment.

Qualifications

• High school diploma or equivalent experience/training.
• Minimum of 5 years of dedicated executive support experience reporting directly to C-suite level leadership.
• Experience in an executive-level office providing high-level administrative support.
• Proven experience managing complex, executive-level electronic calendars.
• Demonstrated discretion and confidentiality.
• Excellent written and verbal communication skills and diplomacy for sensitive situations.
• Project management skills to balance deadlines and multiple meetings/projects.
• Strong organizational and analytical skills to manage complex projects and events.
• Strong time management and multi-tasking abilities.
• Excellent typing, writing, editing and proofreading skills.
• High proficiency with Outlook Calendar and Microsoft Office suite.

Responsibilities

• Provide high-level administrative support to VP-FP&A and executives.
• Manage complex calendars and coordinate meetings and travel arrangements.
• Prepare and respond to correspondence; conduct background research as needed.
• Handle inquiries from faculty, staff, and senior UC leadership.
• Support project coordination and committee activities.
• Assist with travel reimbursements and related administrative tasks.

Skills

Calendar management

Executive support

Communication skills

Discretion and confidentiality

Problem solving

Time management

Multi-tasking

Typing/writing/editing

Project coordination

Education

High school diploma or equivalent

Tools

Outlook Calendar

Microsoft Office (Word, Excel, PowerPoint, Visio)

Job description

Job Summary

Under supervision of the Executive Assistant and in direct partnership with the Chief Financial Officer (CFO) the incumbent provides high-level administrative support to the Vice President, Financial Planning and Analyst (VP-FP&A), and office level support for the management teams under the direction of the VP-FP&A. The incumbent is expected to utilize initiative, judgment and discretion in researching, analyzing and compiling necessary background information to assist executive leadership and support staff in responding to a wide variety of issues; research and initiate an array of correspondence on behalf of executive leadership; independently assume responsibility for issues that do not require the involvement of executive leadership; apply problem solving techniques to resolve various situations; and provide referrals to appropriate offices and authorities. The position requires technical proficiency in multiple software, office hardware and computer systems. As principal calendar, project and communication support to the VP-F&A, the incumbent responds through verbal and/or written communication to a wide variety of inquiries from faculty, staff, the public and the highest levels of the UC system (e.g., Campus and University administration, Chancellor’s Office, and the Offices of the President and the Regents). Assignments may also include calendaring for management (Directors, Managers and Supervisors) within the VP-FP&A team. The position researches requests for meetings and helps to track an array of correspondence; manages complex calendars to determine priorities of meetings and resolve scheduling conflicts; and handles all aspects of travel arrangement and reimbursement. Incumbent partners with counterparts throughout UC Davis and UC Davis Health to fulfill daily operations, as needed. #CA-DS

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• High school diploma and/or equivalent experience / training
• Minimum of 5 years of dedicated executive support experience reporting directly to C-suite level leadership
• Experience working in an executive-level office and providing high-level administrative support to executive leadership.
• Proven experience managing complex, executive-level electronic calendars.
• Demonstrated political acumen and discretion in maintaining confidentiality.
• Excellent written and verbal communication skills and diplomacy to handle sensitive and/or difficult situations.
• Demonstrated project management skills to balance competing deadlines and successfully support multiple meetings and projects.
• Demonstrated organizational and analytical skills to independently manage complex projects and events.
• Strong time management and multi-tasking skills.
• Strong analytical, research and problem-solving skills.
• Excellent typing, writing, editing and proofreading skills to produce correspondence and other written materials.
• High degree of proficiency using Outlook Calendar and Microsoft Office (e.g., Word, Excel, PowerPoint, Visio, etc.).

Preferred Qualifications

• Experience working at an academic medical institution or higher education environment.
• Experience coordinating conferences/meetings and special events.
• Experience working in a confidential environment with demonstrated understanding of HIPAA standards.
• Knowledge of UC Davis and UC Davis Health policies and procedures.
• Knowledge of UC Davis and UC Davis Health specific programs (AggieTravel, Aggie Service, IT Service Now, Conference Services, Aggie Enterprise, Lawson, BEATS, UC Path, JobBuilder, etc.).

Key Responsibilities

• 65% - ADMINISTRATIVE
• 35% - ANALYTICAL/PROJECT/COMMITTEE SUPPORT

Department Overview

Department is responsible for the overall financial operations of UC Davis Health, which includes the School of Medicine, Betty Irene Moore School of Nursing, Medical Center, and the Medical Group. The department delivers complex analytical support, key performance indicators, and financial plans to assist in the delivery of actionable measures in alignment with the vision, mission, and goals of UC Davis Health.

POSITION INFORMATION

• Salary or Pay Range: $31.59 - $53.07
• Salary Frequency: Hourly
• Salary Grade: 135
• UC Job Title: ADMIN OFCR 2 CX
• UC Job Code: 004263
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): Day, 8 hour
• Location: UCDHAS Building (HSP165)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee’s lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent